Publish an application program

Publish application forms and share the Apply portal so applicants can browse study programs, select cohorts, and submit applications.

Publishing is the step that connects your configured application program to the public Apply portal — where prospective students browse study programs, select an intake cohort, and submit application forms. In Fuxam Apply, publishing happens at the form level within a program: a program becomes available to applicants when it is Active and contains at least one published, public form linked to the correct cohorts.

Until you publish, the program exists only in OrgHub for staff configuration. After publishing and sharing the portal URL, submissions flow into the Applicants area for review.

Why it matters

Configuration without publishing leaves recruitment channels disconnected — applicants cannot reach your forms no matter how polished the questionnaire. Publishing locks the form layout applicants see (preventing mid-cycle field changes from breaking in-progress drafts) and makes the intake discoverable on the portal or via direct form links.

For universities, the publish step is the formal “go live” moment. It should follow deliberate checks: correct cohorts, deadlines, portal branding, and staff readiness in the Applicants workspace.

How it fits

Publishing sits late in the application program lifecycle — after create and configure, before archive when the cycle ends.

Upstream dependencies:

Study programs and cohorts in FuxamCMS
Application forms built inside the program
Apply portal settings — Application Management enabled

Downstream effects:

Submissions appear in Applicants
Confirmation emails send on successful submission
Status-change emails follow email notification rules when staff decide

Prerequisites

Before publishing, confirm:

Application Management is enabled for your institution.
The application program is Active.
At least one form is built and assigned to the intended cohorts.

Pre-launch checklist

Check	Where to verify
Application Management enabled	Apply portal settings
Program Active	Full program Edit page
Form has Eligible cohorts	Program Forms table / form builder
Submission deadline set (if required)	Form row or form builder
Questions and fields reviewed	Preview your form
Portal URL ready to share	Forms tab share control

How to publish a form

Publishing in Fuxam Apply happens at the form level within an application program.

Open the program from OrgHub → Management → Applications → Forms and select its name.

Open a form in the form builder, or use the Published status control on the forms table.

In the form builder header, select Publish. Confirm when prompted — publishing locks the current field layout for applicants.

Set form visibility to Public. A form must be published before it can be made public.

On the Forms tab, use the share control in the toolbar to copy the institution Apply portal URL.

Share the link on your website or in recruitment materials. Applicants use it to browse study programs, select a cohort, and complete the published form.

You can also copy a public form link from the form builder’s share dialog after publishing.

The institution Apply portal URL follows the pattern described in Apply portal settings — typically /{language}/apply/{institutionId}. Use the toolbar share control for the exact link rather than constructing it manually.

What applicants see

On the Apply portal, applicants:

Browse study programs linked to active application programs.
Select an intake cohort.
Complete the published application form (or save a draft to finish later).
Receive a confirmation email after successful submission.

Applicants track submitted applications under My Submissions on the portal. Status updates from staff appear there as decisions progress — see Review an application and Approve or reject for the staff side.

Best practices

Preview before publish — walk through Preview your form with admissions and program coordinators.
Start from templates when possible — Application form templates reduce setup errors; still verify cohort and deadline settings per intake.
Share one canonical portal URL — prefer the institution Apply portal link over multiple direct form links unless campaigns target a specific form.
Staff the Applicants queue — before sharing externally, confirm evaluators can access Applicants and understand status workflow (Move to next stage).
Document go-live time — align publish moment with marketing announcements and deadline configuration.

Common pitfalls

Published but Private — a published form that is not Public does not appear on the portal browse path.
Public but not Published — visibility cannot be public until the form is published first.
Active program with wrong cohorts — applicants select a cohort that does not match your recruitment materials.
Unpublishing during live intake — forces forms private and may block in-progress applicants.
Forgetting confirmation path — confirmation emails are automatic on submit; decision emails are separate (Email notifications).

Required permission

Publishing forms requires permission to edit application programs.

FAQ

Do I publish the program or the form?

You publish forms inside the program. The program must be Active and contain at least one published, public form for applicants to submit.

When do submissions appear for staff?

After successful submission, records appear in the Applicants area, typically on the Pending tab for new submissions.

Configure program settings

Deadlines, active status, and cohort assignment before go-live.

Preview your form

Review question blocks before publishing.

Application form templates

Start forms from reusable templates in Settings.

Applicants

Process submissions after the portal goes live.

Fuxam Apply overview

Full admissions funnel from portal to enrollment.